The major areas the CMA GI Rooming/Office Assistant can include:
- Welcomes patients by greeting them, in person or on the telephone; answering or referring inquiries.
- Answers the phone while maintaining a polite, consistent phone manner using proper telephone etiquette.
- Processes phone messages and relays effectively.
- Screens and transfers calls accordingly.
- Responsible for keeping workstation area clean and organized.
- Prepares patients for the health care visit by directing and/or accompanying them to the examining room; arranging examining room instruments, supplies, and equipment.
- Facilitates patient flow by notifying the physician of patient’s arrival, being aware of delays, and communicating with patients and clinical staff.
- Verifies patient information by interviewing patient; reviewing and/or recording medical history; taking vital signs; confirming purpose of visit or treatment.
- Educates patients by providing medication and diet information and instructions; answering questions.
- Completes records by recording patient examination, treatment, and test results.
- Keeps supplies ready by inventorying stock; placing orders; verifying receipt.
- Maintains safe, secure, and healthy work environment by following, and enforcing standards and procedures; complying with legal regulations.
- Protects patient’s confidentiality, making sure protected health information is secured by not leaving PHI in plain sight and logging off the computer before leaving it unattended.
- Adheres to medico-legal requirements when answering correspondence and inquiries.
- Maintains and controls the release of information to authorized persons only.
- Registers new patients and updates existing patient demographics by collecting detailed patient information including appropriate forms, personal and financial information.
- Assists Financial Counselor in obtaining pertinent information to register patient and attaches proper means to document patient identity.
- Assembles patient medical record forms and prepares patient identification.
- Reviews records request, ROI, for compliance and then either processes the request or asks for a compliant release form.
- Serves and protects the physician or health care provider practice by adhering to professional standards, policies and procedures, federal, state, and local requirements, and Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards.
- Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
- Enhances health care practice reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
- Tracks outgoing referrals to confirm scheduling.
- Generates monthly recall letter mailed to patients.
- Reviews future Schedule for account completion.
- Checks Resource Schedule for outpatient appointments daily and up to one week out to ensure that all facilities have the appropriate paperwork needed.
- ADC: needs patient demographics, insurance card, DL, orders, and H*P. Check fax log to see that have been sent and fax showed completed.
- Providence: confirm patient is scheduled in EPIC, orders and H&P were entered.
- ARH: Orders and H&P were sent.
- Checking patient account to ensure Bowel Prep was ordered if needed for CSP.
- Assists with noncompliance letters as needed.
- All other job duties as assigned.
Primary Objectives:
- Promotes customer service for quality of care.
- A team player supporting a superior workforce philosophy.
- Prioritizes position work requirements for optimal efficiency.
- Participates in an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
Specific Responsibilities Supporting Clinic Operation:
- Acknowledges patient with a friendly greeting to their appointment or phone inquiry. Will assist in scheduling outpatient appointments and communicates patient questions to the physician.
- Rooming patients for their clinic appointment is covered three days a week at the Eagle River office location. Exam rooms are cleaned after each patient appointment and stocked with needed tools and supplies.
- The electronic patient chart is reviewed for a new electronic history form which can be downloaded into the patient’s progress note. All other vitals, history and medication is discussed and captured in the exam room. When a patient uses hard copy forms the MA will enter data manually.
- The MA uses available info sheets, Wallboards from Outcome Health and electronic pads also from Outcome Health to help answer patient questions and educate them. Medication concerns are discussed and noted for the doctor.
- Assists the doctor with any completion of the patient documentation for that day’s visit. Medications or lab orders may need to be set up for the doctor’s electronic signature.
- Release requests that have been screened for an old hard chart are forwarded to the MA for final processing. The release form is reviewed for the 10 elements of compliance. Upon securing the request, the records are released. If the form is noncompliant, the requestor is contacted and asked to send a compliant request.
- Medical supplies are inventoried once a week to prepare for a future purchase. A personal tracking system is used when placing orders and receipt of orders are placed in the doctor’s box.
- The MA will be certified keeping up with the required education credits. They will also follow regulations and guidelines that are within the Health Information for Economic and Clinical Health Act (HITECH) and Occupational Safety and Health Administration (OSHA).
- The MA will actively practice HIPAA regulations and be a vocal advocate demonstrating leader quality in patient information security.
- A priority business goal of ADLD is to practice professional standards always in line with the office policies and procedures. The MA will be a mentor to support staff in the clinic’s professional standards.
- Updating CMEs are a continuous requirement for a medical assistant’s certificate. The partnership with other peers are encouraged to help stay on top of changes within the medical field.
- Embraces opportunities to explore areas of change and improvement. Willingly accepts challenges to develop cohesive employee relationships for the overall health of the support staff helping to grow a “Want to be here!” environment.
- Ensures all clinic forms, IDs and insurance cards are acquired before the procedure is scheduled. Reviews them for completion and quality entering data into eCW if need be. The procedure facility will be notified of the appointment sending an order along with the facility required documents.
- Transmits all preparation prescriptions electronically or by faxing to the patient’s pharmacy. Attention and knowledge of the insurance coverage is used to determine which preparation solution is ordered.
- The clinic “Prep” form template is selected per the appointment and solution type. The patient’s name and specific date of procedure with step by step time noted for the ingestion of the preparation.
- Makes timely changes to procedure appointments when prompted from a patient call or due to a provider request. Coordination of changes to existing appointments, additions or cancellations are all promptly communicated with the procedure facility.
- Patients may choose not to follow through with the procedure even at the order of their referring doctor or the patient will not respond to several voice messages to schedule. A clinic notification letter of no appointment specific to the referred patient is sent to the referral office.
- Willingly sees and acts on any other operation, task or issue that are within the MA’s ability and are not limited by this job description.
Required Knowledge, Skills, and Abilities:
The following list each essential responsibility that the job holder must be able to perform satisfactorily to do the job successfully. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Requirements:
- Graduate of CAAHEP or ABHES.
- Broad knowledge and experience in E Clinical Works and Microsoft Word.
- Excellent skills in written and oral communication.
- Requires language skills adequate for written and interpersonal communication in American English.
- Requires visual and auditory acuity adequate to monitor patient and visitor activity and for frequent use of computers and occasional use of other business office equipment.
- Demonstrated ability to assess a situation and know which course of action to take.
- Demonstrated ability to learn new job duties and offer suggestions for improvement.
- Demonstrated ability to interact with co-workers for a healthy positive work environment.
- General knowledge in administrative writing skills.
- Experience in scheduling appointments and telephone skills.
- Timely and consistent attendance.
Education and Experience:
- High school degree or GED.
- Certified Medical Assistant.
- One year of experience in a medical office.
- Specialized training in medical software.
- Continued education with class emphasis on medical administrative.
Physical Demands:
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable people with disabilities to perform the described essential functions.
While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel.
The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required to perform this job include close vision.
While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal.
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